Finance and Administration Coordinator

JOB TITLE: Finance and Administration Coordinator
Reports to: Executive Director Status: Exempt
Work Location: In-person
Revision Date: October 2026
JOB SUMMARY
The Finance and Administration Coordinator position oversees all financial matters and works with the members of the management team to achieve crucial goals for the success of the organization. Financial matters include use of QuickBooks Online to complete accounting tasks: Financial transactions, journal entries, payables, receivables, reconciliations of accounts, and all other accounting responsibilities. The Finance and Administration Coordinator oversees all aspects of employee benefits, and acts as a resource for all HSSC team members. They also work with the management team on the hiring process, administrative and donor matters, and other strategic endeavors for the organization.
Duties And Responsibilities
Accounting Responsibilities:
Verifies, allocates, and posts details of business transactions to accounts using designated accounting software - QuickBooks Online
Records cash receipts and make bank deposits in a timely manner
Prepares bank deposits from outside fundraising sources and internal shelter operations
Prepares checks for payment to vendors
Calculates employee wages from timecards and prepares documents for payment of wages. Prepares withholding, social security and other tax reports
Monitors employee payroll and immediately addresses concerns with the appropriate supervisor
Remits Sales and Use tax to the government
Ensures that receivables are collected promptly
Maintains an orderly accounting filing system
Maintains the chart of accounts
Enters and maintains the annual budget into QuickBooks Online
Coordinates the annual budgeting process and prepares the budget proposal for Board review.
Provides a monthly summary of financial results and variances to the monthly budget for the Board, highlighting any concerning spending trends
Conducts a monthly reconciliation of every bank account
Conducts quarterly reconciliations of all non-cash accounts to ensure their accuracy
Maintains the petty cash fund with appropriate tracking and documentation
Issues financial statements to the Executive Director and Board Treasurer as requested.
Provides information to and consult with the Executive Director and Board Treasurer on any financial matters outside the purview of normal operations
Verifies tax exemptions, and explores cost saving measures
Assembles information for external auditors for the annual audit and assist them as needed in the audit process
Identifies cost reduction opportunities
Administrative and Support Duties:
Serves as a key member of the management team and helps guide the organization toward our achievement goals
Supports efforts for streamlining shelter operations with the goal of creating efficiencies
Engages with the public to answer questions about donations and other inquiries they may have. Follows up on all messages and inquiries. Sends significant inquiries to the Executive Director, the Marketing Coordinator or the Development Director as appropriate
Provides clerical and administrative support to fellow team members as requested/needed
Enters donor information into QuickBooks Online and donor tracking database.
Issues donor recognition letters from the donor database in a timely manner for signature by the Executive Director or other representative
Assists the Director of Operations in the hiring process, including reviewing resumes/applications, assisting with interviewing, and handling onboarding paperwork
Processes Workers’ Comp submissions as needed
Tracks and monitors staff FT/PT statuses and staff PTO through the designated HR software – Bamboo
Facilitates employee mandatory OSHA training
Monitors employee benefits including health insurance, and optional insurance benefits. Applies deductions from payroll to correlate with the benefits
Works cross functionally to track budget
Works cross functionally to create and maintain and strengthen the relationship with donors
Leases:
Issue invoices to tenants, compute rental fees, collect rental fees and deposits rental fees
Track rental agreements and notify designated board members 90 days in advance of rental expiration
Organize leases and enact the specifics of the leases as required
Transfer or track utilities, designate costs within the accounting software
Act as a liaison and be a resource for tenants, staff, and board members on the leases
Education, Experience and Training
QuickBooks Online – Required
Associate degree (or higher) in accounting, business administration, or comparable discipline - Highly preferred.
Prior work experience in a non-profit environment - Preferred.
Possession of a valid Wisconsin driver's license - Required.
Knowledge of Bamboo and GiveButter platforms - Preferred
Note: Responsibilities may be subject to change at any time due to reasonable accommodation or other reasons.
Physical Demands, Work Environment, And Exposures
The work environment is a typical office environment with prolonged sitting and desk duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to animals.
Job Specifics and Benefits
Job Type: Full-time, 40-45 hours per week
Schedule: 8/9am- 4/5pm, Monday to Friday. Some evenings or weekends as needed. Flexible.
Benefits:
Paid time off (PTO) on accrual basis- 10 days per year
Paid Holidays
Health Insurance – Eligible the 1st day of the month following the date of hire (with a selected provider, covered by HSSC at 50% and for employees only)
$50 per month towards voluntary insurance, options include: dental & vision, accident protection, extra prescription coverage, critical illness protection, life insurance, GAP coverage, short term disability – Eligible after 60 days from date of hire.
Employee Assistance Program.
Employee discount on wellness exams or prescriptions for pets.
Automatic enrollment in $25,000 life insurance policy effective 90 days after the date of hire.
The Humane Society of Sheboygan County is committed to fostering a diverse and inclusive, and welcoming workplace. We value and respect individuals of all backgrounds, identities, experiences, and perspectives. HSSC does not discriminate based on race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.

Employment type
Full-Time

Work arrangement
No